Business travel is a driving force behind the growth of many companies. Traveling employees pursue numerous business goals, and for most, business trips encompass much more than just booking a ticket and a hotel. They spend time away from the office, home, and family. Therefore, the duty of care for employees traveling on business is crucial. Employers should ensure the safety and comfort of delegated employees so that they feel valued and can perform their duties effectively. 

What is the duty of care when traveling on business?

Duty of care refers to an employer's responsibility to ensure the safety and well-being of employees while they are performing work duties outside the workplace. In practice, this proactive approach means:

• planning effective and, above all, safe delegations,
• 24/7 support and assistance at every stage of your business trip,
• providing travel insurance,
• training of traveling employees in safety rules and emergency procedures.

Consciously implementing these tasks by a company is an investment in employee productivity, building long-term trust and loyalty. It is also a strategic action that protects the company from legal and reputational risks.

The main threats and risks that may arise during a business trip

Delegations, especially those abroad, involve the possibility of the following risks:

• health (sudden illnesses, traffic accidents),
• political and social (protests, riots),
• theft and crimes,
• natural disasters (e.g., fires, floods, storms, lightning),
• unexpected events at the travel destination, e.g., a cancelled flight or lost luggage.

Before every business trip, it's worth conducting a risk assessment based on the location and nature of the trip. An employer who is aware of the various threats can respond much more effectively in a crisis. This is the essence of an employer's responsibility for an employee on a business trip.

How to implement duty of care principles in delegations?

Employee care during business travel is a long-term and systematic approach, encompassing several important pillars. This approach helps create a safe and friendly environment for travelers.

Comfortable transport, accommodation, and working conditions during the delegation

Providing adequate transportation and accommodation tailored to your needs is essential. Instead of the cheapest connections, it's worth choosing direct flights for your employees, which are much less tiring and stressful. It's also good practice to choose comfortable accommodations with a workspace and access to a relaxation area. A well-rested employee is a more effective employee.

Transparent rules and organizational support

The lack of detailed guidelines is the biggest enemy of smooth business travel. Clear employee travel policies regarding advance payments and travel reimbursement eliminate stress. Easy access to support is also crucial, such as access to a dedicated travel consultant within the company, or 24/7 assistance offered by companies like WorkTrips.

Taking care of your physical and mental well-being while traveling

Business travel can disrupt daily routines. Companies should support employee wellness during business trips by allowing employees to choose facilities that meet their needs and promote relaxation. Bleisure, which allows employees to extend their stay at their destination and spend it sightseeing and immersing themselves in the local culture, can also be a good option. Avoiding overloaded schedules, offering flexible working hours, and planning trips in advance are also crucial, allowing employees to prepare for their business trip with peace of mind.

Appreciating engagement and feedback

Recognizing effort builds positive relationships and increases employee motivation during a business trip. Collecting feedback is equally important – what worked well during the trip and what could be improved? This is an invaluable source of knowledge for optimizing future trips, but also a sign that the company treats the employee as a partner.

How does the worktrips.com platform support the duty of care in business travel?

Manually planning business trips is a maze of emails, phone calls, and comparing offers. This process not only consumes valuable time but also generates unnecessary stress and leads to costly mistakes. Instead of substantively preparing for the trip, employees waste energy on logistics and feel exhausted before they even set off.

It's high time to change that. By moving travel management online with the worktrips.com platform, you'll transform chaos into order. The entire process from booking to settlement will become simple, intuitive, and take just a few moments, freeing up time for what truly matters. The worktrips.com tool automates and significantly simplifies the planning and execution of business trips, thus supporting the implementation of duty of care principles within the organization.

Duty of care in practice in business travel management

Employees can plan their entire business trip in just a few clicks using the worktrips.com system. They can choose flights, trains, and hotels tailored to their individual needs. This is a convenient and quick solution that allows for personalized business trips. Furthermore, employees don't have to use their funds for business trips. The hassle of collecting documents and invoices for business trips is also eliminated – everything is accessible within the worktrips.com system. This solution reduces stress and ensures full financial transparency. Thanks to integration with Sherpa, employees can check visa and sanitary requirements for the destination country directly within the worktrips.com tool.

As an employer, the worktrips.com platform gives you complete control and ensures the highest level of security. A travel tracker provides real-time visibility into employee locations. In a crisis, such as a canceled flight or civil unrest, you can immediately contact your team to provide necessary support. Furthermore, the worktrips.com platform allows for personalized messaging tailored to the travel stage and organizational needs. Crucially, all bookings are made within a defined travel policy, ensuring full compliance with company standards and budget control.

Employee care during business trips – start today

WorkTrips offers more than just technology and human support. Our experienced travel agents are available 24/7 to help employees with any unexpected situation—from flight cancellations and lost luggage to the need to change a reservation (e.g., due to a change in return date). WorkTrips experts provide comprehensive travel management, helping them choose the right travel insurance and handle visa formalities. See how WorkTrips can help ensure the safety and comfort of employees on every business trip. Contact us and take your travel management to the next level.